Employee Contact
One record per person in an employee's family circle: his wife, his children, his father. Each one says how they are related, whether to call them in an emergency, whether they are a dependant for medical cover and what share of a death benefit they receive, with their own phone numbers underneath.
What it is for
Three different questions are answered by the same list of people, which is why they are kept on one screen rather than three. Who do we call if something happens on the shop floor. Who is covered by the medical scheme. Who receives the money if a man dies in service.
A person can be all three, and usually a wife is. So each line is a person, and three ticks say what that person is for: emergency contact, dependant, beneficiary. Beneficiaries also carry a percentage, and the shares across all of an employee's beneficiaries cannot add up to more than one hundred. That check looks across every contact record the employee has, not just the one on your screen, so the total cannot be broken by entering the second beneficiary on a separate record.
The same people appear on the Relation and Dependents tabs of Employee Basic Information. This screen is the focused view, used when a family changes and nobody needs to open the whole employee file.
Each person can have their own contact numbers, which is the part HR most often skips and most regrets. An emergency contact with no number is not an emergency contact.
Every field, in plain words
Detail
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Employee | Whose relation this is | EMP-0427 Imran Qureshi | Required. Pick him from the list |
| Relationship | How this person is related | Wife | Required. Wife, Husband, Son, Daughter, Mother, Father, Brother, Sister, Friend |
| First Name | Sana | Required | |
| Middle Name | |||
| Last Name | Qureshi | Required | |
| Gender | F | M Male, F Female | |
| Birth Date | 02-Sep-1994 | Required. Medical cover for children usually turns on age | |
| Blood Group | B+ | A+, A-, B+, B-, AB+, AB-, O+, O- | |
| Married | Ticked | ||
| Full time Student | For a child still in full time education | Ticked for a son of nineteen at college | Many medical schemes cover a student child past the usual age |
| Person with disabilities | Unticked | ||
| Emergency Contact | Call this person in an emergency | Ticked | Give them a contact number below, or the tick means nothing |
| Dependent | Counted as a dependant for medical cover | Ticked | |
| Beneficiary | Receives a death benefit | Ticked | |
| Beneficiary Percentage | What share of the benefit | 60 | The shares across all of this employee's beneficiaries cannot add to more than 100 |
| Verification date | When the papers for this person were checked | 20-Jul-2024 | The identity card or the birth certificate |
| Is Active | This relation still stands | Ticked | Untick rather than delete when a dependant leaves cover |
Contact numbers
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Line | Line number | Fills itself | |
| Contact Nature | What kind of contact this is | M | Required. M Mobile, P Phone, E Email, F Fax, T Telex, U URL, L Linkedin, O Overseas Mobile Number |
| Contact | The number or address | 0321-9876543 | Required |
| Is Primary | The one to try first | Ticked on the mobile |
How to configure it
- Create the employee first, on Employee Basic Information.
- Open this screen and create a record for the first relation: pick the employee, the relationship, and enter the names, gender and birth date.
- Set the three ticks according to what this person is for: emergency contact, dependant, beneficiary.
- If the person is a beneficiary, enter the percentage. Keep an eye on the running total across all of the employee's beneficiaries.
- Add at least one contact number, and tick the mobile as primary.
- Record the Verification date once the identity papers have been seen.
- Save, and repeat for each relation.
Scenarios
A worker's benefit should go sixty per cent to his wife and forty to his mother
Two records, both ticked as beneficiary, sixty on the wife and forty on the mother. The total is checked across all of his beneficiary records, so entering them separately does not get round the hundred per cent limit.
A man got married last month
Add a record for the wife, with the relationship, the birth date and her mobile number, ticked as emergency contact, dependant and beneficiary as the client's scheme allows. Where he had previously named his mother for everything, decide with him what the shares should now be rather than leaving the percentages adding to more than they should.
A son has finished college and is no longer covered
Untick Dependent and untick Full time Student, and leave the record in place with Is Active unticked if he is off cover entirely. Do not delete him, he is still family and the history is sometimes needed.
A dependant was entered twice
The second save is refused. A relation is identified by the employee, the relationship and the first and last names together, so the same wife cannot be entered twice. Open the existing record instead.
What it is connected to
- Employee Basic Information shows the same people on its Relation and Dependents tabs.
- The beneficiary percentages are what a death in service claim is settled against.
- The dependant ticks are what a medical scheme population is drawn from.
- Profile Change Request is how a self service user asks for a dependant to be added or removed.
If something looks wrong
- "It says the beneficiary percentage is more than one hundred" - the shares across all of the employee's beneficiaries add to more than a hundred. Reduce one of them, including on records you are not currently looking at.
- "It says it cannot be duplicate" - a relation with the same relationship and the same first and last name already exists for this employee.
- "Nobody could be reached in an emergency" - the emergency contact tick is set but no contact number was entered for that person.
- "A child is still showing as a dependant" - the Dependent tick is still set. This screen does not age anybody out by itself.